Updating Configuration Rates

In Visual Dispatch, rates can be associated with Configurations, Items, or Titles. This article will outline how to update the rates on a Configuration. 

• Configurations
• Importing Configuration Rates
• Pricebooks

Configurations:

Configuration rates include all rate definitions created and assigned, as well as branch-specific rates and price book overrides. They can be adjusted with one-off updates, or in bulk using an import.

Equipment does not have rates associated to it directly but instead derives its default rate from the assigned configuration. The configuration associated to a piece of equipment can be changed on the fly. For example, there could be a 75 Ton crane with a 60 Ton Crane configuration applied to it if the 75 Ton crane should be sent out with the 60 Ton rate. 

1. Access the Configuration list by selecting the Configuration icon, or navigating to Lists > Configurations.

1. Navigate to the Rates tab
2. Confirm that the correct branch is displayed in the bottom right corner or select –ALL– to see the rates for all branches. 
3. To add a new rate, select Add in the bottom left corner. A new line will appear above and the system will prompt to select a Rate Definition. Once the Rate Definition is selected, define the appropriate rates for that rate definition, as well as any minimums or weekend rates.  
    
   Note: There cannot be more than one rate for the same Rate Definition per branch, i.e. there cannot be two Hourly Rates for the same branch. If there needs to be branch-specific rates, the necessary branch can be defined in the Branch column on the right-most side. Alternatively, if there are multiple rates that can be used, use a new Rate Definition (Lists > Other Lists > Rate Definition) of the same rate type (ex. Rate A and Rate B are both hourly rate definitions). 
4. Click OK to save any changes. 
5. Confirm that the appropriate configuration is associated to individual pieces of equipment by checking the Equipment list, accessible from the Equipment icon or Lists > Equipment.

Importing Configuration Rates

To update the configuration rates in bulk, navigate in the desktop version of Visual Dispatch to File > Export > Config Rates. This will export all rates currently assigned to configurations in an .xlsx format. Name the file (ex. “Config Export 4-8-25") and Save. Make sure that it is saved to the pinned Visual Dispatch folder to easily access the download.

Open the file and adjust the rates however necessary. Leave all column headers exactly as they are, in the same order as the downloaded file. When all changes have been made, Save As a new file (ex. “Config Import 4-8-25") and confirm it is in the same pinned folder.

In the desktop application, navigate to File > Import > Rates > Equipment Configuration Rates.

The below warning message will appear; select “Yes”.

Select the file that was just created and click Open. This will automatically upload the rate changes made.

Price books:

To create different rate override options within the same branch, a Price book can be created. Price books are used for customer-specific pricing or premium rates. The price book needs to be created prior to setting up the rates.

1. To create the initial price book, navigate to Lists > Other Lists > Price Books.
2. Select New on the right-hand side. 
3. Define a Name and Description for the Price book. In the Overtime field, note whether the system overtime rules should apply to this price book or a different set of unique overtime rules (created separately).

1. Back on the Rates tab of the Configuration, ensure that a specific branch is selected in the bottom right corner. 
2. Select the Price book dropdown on the bottom left side and select the appropriate price book to define rates for.
3. Enter in the appropriate rates and select OK to save.